Office Manager Early Learning Center

Office Manager – Early Learning Center

COMMUNITY YMCA OF CENTRAL & NORTHERN WESTCHESTER

Job Title: Office Manager – Early Learning Center

Department: Childcare

Address: 2 Broadway, Valhalla, NY 10595

Reports To: Regional Director and Center Director

Work Environment: Early Learning Center (with occasional classroom assistance as needed due to staff absences)

General Function: The Office Manager at the Early Learning Center plays a vital role in supporting the Center Director and ensuring the efficient and effective operation of all administrative functions. This position is responsible for managing office operations, supporting staff, communicating with families, coordinating with vendors, and maintaining an organized, professional, and welcoming environment for children, families, and staff.

Education

• Associate’s degree in Business Administration, Management, Early Childhood Education, or a related field preferred.

Experience

• Minimum of 3–5 years of experience in office management, administrative support, or early childhood education settings.
• Prior experience in an early learning center or educational environment is highly desirable.

Skills and Competencies

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management systems.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Strong problem-solving skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive information professionally.

• Oversee daily office operations to ensure a clean, organized, safe, and efficient workspace.
• Manage office supply inventory, place orders as needed, and maintain accurate records.
• Coordinate maintenance and repair of office equipment and facility needs.
• Maintain filing systems and administrative records in compliance with YMCA policies and licensing requirements.

• Provide administrative support to the Center Director and Regional Director, including scheduling and correspondence.
• Prepare reports, memos, and internal communications as directed.
• Maintain and update student and staff records, ensuring accuracy and confidentiality.

• Serve as the first point of contact for parents and families, providing information, guidance, and support.
• Manage enrollment processes, including inquiries, applications, tours, and documentation.
• Coordinate parent-teacher conferences, meetings, and center-wide events.
• Support family communication through newsletters, emails, and other center communications.

• Assist with payroll preparation and timekeeping accuracy.
• Coordinate with the accounting department to support financial reporting and documentation.
• Liaise with vendors and service providers to ensure timely delivery of supplies and services.

• Support compliance with all health, safety, and childcare licensing regulations.
• Assist in planning and coordinating facility maintenance, improvements, and office moves.
• Maintain required documentation related to inspections, drills, and safety procedures.

• Assist with onboarding new employees, including preparing workstations and orientation materials.
• Maintain employee personnel files and administrative HR documentation.
• Provide general administrative support to teaching and support staff as needed.

• Assist in classrooms during staff absences to ensure appropriate supervision ratios are maintained.

• Demonstrate professionalism, flexibility, and teamwork.
• Uphold and model YMCA values of caring, honesty, respect, and responsibility.
• Maintain a positive, solution-oriented attitude in a fast-paced environment.